Privacy Policy

June 2018

We, INEOS Melamines GmbH (together with each of its affiliates, hereinafter "INEOS Melamines" or “we”), would like to inform you about the management of your personal data in accordance with the applicable data protection laws.

There are multiple situations, in which we process your personal data. In the following, we would like to describe, how we collect, process and secure your personal data. We will always indicate, who is the controller for the processing operations, as, based on our company structure, INEOS Melamines entities may be deemed controller for different personal data processes.

Your personal data will be kept confidential and will not be shared otherwise than in accordance with this Privacy Statement. However, INEOS Melamines is entitled to use and disclose any personal data, if we can demonstrate that this is in our legitimate interest, serves performance of a contract or is part of a legal obligation imposed on us, e.g. in order to enforce, if necessary, compliance with contractual agreements with the Company or such User or applicable laws; as part of a merger or sale of a business; when required by law or to respond to legal process or lawful requests, including from law enforcement or other government agencies; when required to combat fraud or to protect INEOS Melamines's interests; or to protect life and safety.

Should we be required to share your personal data with anyone else we will contact you directly. INEOS Melamines will not sell any personal data pertaining to you for commercial purposes.

This Privacy Statement is effective as of May 25, 2018 and will be updated from time to time to reflect any changes in the way we handle your personal data or any changes in applicable laws.

2. General Information for every Personal Data Processing

2.1. Personal Data

Personal data is any information about yourself as an individual that can be linked to you or can be used to identify you. If we process your personal data you are entitled to know what personal data we collect, for which purpose are we processing your personal data, who has access to and for how long do we retain your personal data. INEOS Melamines uses your personal data for several purposes and only collects personal data for such purposes. Accessibility and retention might vary accordingly.

If you are our employee, please see the INEOS Melamines intranet.

If you are our business partner (e.g. customer or supplier), please see section 3.

If you have been addressed for marketing purposes, please see section 4.

If you are an applicant to a job offer, please see section 5.

If you are using our website, please see section 6.

2.2. Retention

If not otherwise specified in the below sections, we will retain your personal data only for as long as is necessary, i.e. for an ongoing relationship with you, in order to comply with our global legal and contractual obligations. We maintain specific records management and retention policies and procedures, so that personal data are deleted after a reasonable time according to the following retention criteria:

When we no longer require processing your data, we will notify any third party data processor to delete your personal data.

2.3. Your Rights

You are entitled (in the circumstances and under the conditions, and subject to the exceptions, set out in applicable data protection laws) to:
•Request access

This right entitles you to know whether we hold and process personal data about you and, if we do, to obtain information on and a copy of that personal data.
•Request a rectification

This right entitles you to have your personal data corrected without undue delay if it is inaccurate or incomplete.
•Object to the processing

This right entitles you to request that we no longer process your personal data at any time for reasons arising out of your particular situation. We will then no longer process your personal data, unless there are demonstrably compelling legitimate grounds for processing, which override the interests, rights and freedoms of the person concerned, or the processing serves the purpose of asserting, exercising or defending legal claims.
•Request the erasure:

This right entitles you to request the erasure of your personal data without undue delay, including where such personal data would no longer be necessary to achieve the purposes.
•Request the restriction of the processing

This right entitles you to request that INEOS Melamines only processes your personal data in limited circumstances, including with your consent, or to restrict it to mere storage, e.g. if you revoke consent.
•Request portability

This right entitles you to receive a copy (in a structured, commonly used and machine-readable format) of personal data that you have provided to us, or request INEOS Melamines to transmit such personal data to another data controller.
•Lodge a complaint with a supervisory authority

Although, we always invite you to address your concerns with us directly, this right entitles you to lodge a complaint with a supervisory authority if you consider the processing of the data concerning you infringes data protection regulations. The right to lodge a complaint may be invoked in particular in the Member State of your habitual residence, place of work or the place of the alleged infringement.

2.4. Recipients including Data Transfers to Third Countries (Non-EU Countries)

INEOS has companies all over the world and we may in some circumstances share your personal data with/ transfer your personal data to recipients, i.e. colleague(s), in third countries outside of the EU. Also, we may share your information with third parties, such as payroll service providers, social security insurance, etc. In each case, we ensure an adequate level of personal data protection through technical and organizational measures in compliance with relevant data protection laws, including, yet not limited to the GDPR.

Internally, we have and will conclude intragroup agreements on data protection and data transfers using Standard Contractual Clauses.

If personal data is transferred outside INEOS Melamines and / or the EU / EEA, we have ensured that the recipients offer an adequate level of data protection, by either relying on Privacy Shield, the EU Standard Contractual Clauses or other means recognized by the GDPR to establish an adequate level of personal data protection. We regularly audit our processors.

2.5. Data Security and Automated Decision-making

INEOS MELAMINES maintains reasonable and appropriate physical, electronic and procedural safeguards, in accordance with Data Protection Laws, to protect personal data from being manipulated, lost, destroyed or accessed by unauthorized persons. Where data is passed on to external service providers, INEOS Melamines has taken technical and organizational measures to ensure that the data protection regulations are observed.

INEOS Melamines – at this point – exercises no automated decision-making, including profiling.

2.6. Contact

If you have a general question about how INEOS Melamines protects your personal data, if you wish to make a complaint about our use of your personal data or if you wish to exercise your rights in relation to your personal data rights, please contact us at:

INEOS Melamines GmbH
Data Protection Officer
Alt Fechenheim 34
60386 Frankfurt am Main
Germany

Phone +49 (0) 69 4109 2319
Mail: dataprotection-imp@ineos.com


3. Business Partners (Suppliers, Customers)

If you and / or your employer conduct business with INEOS Melamines, in various situations, it may be necessary to process your personal data.

3.1. Controller/ Recipient

Controller of your data is the INEOS Melamines entity that you are doing business with. The relevant entity is indicated in every business letter and other official communication that you have received from us.

The respective teams in our organization (e.g. business, finance, logistics) involved in the purpose will share and disclose such personal data as required to complete the purpose. Given our company structure, this might include disclosure to third countries or international organizations. Again, as indicated above, we always ensure an adequate level of data protection, prior to granting access.

3.2. Personal Data and Purpose

We collect your personal data for the purpose to perform a contract with you. This comprises your business contact data (e.g. name, business phone, business e-mail, business fax).

3.2.1. Purpose and contractual obligations

We process your personal data to execute our business relationship and/ or perform a contract, i.e. to exercise our rights and to perform our obligations of any specific contract with us, which then defines the relevant scope and content.

3.3. Legitimate Interests

There may be situations when it is necessary to contact you in matters that are not directly connected to the performance of a contract. This may include general remarks, inquiries, requests, etc.

In these situations, we may process your data in our legitimate interests. The legitimate interest arises from the interest to conduct, maintain or initiate the business relationship with customers, interested parties, suppliers and other business partners and to maintain personal contact with contact persons.

4. Marketing

4.1. Controller

Controller of your personal data is the INEOS Melamines entity that you are doing business with. The relevant entity is indicated in every business letter and other official communication that you have received from us.

The respective business teams in our organization will share and disclose such personal data as required to complete the purpose. Given our company structure, this might include disclosure to third countries or international organizations.

4.2. Personal Data and Purpose

We process your data for purposes of direct marketing, inter alia for sending marketing mailings and or newsletters. The data processing is on our interest to inform you about new products and services and share further relevant news with you that are related to our business relationship. Every data subject has a separate right to object to this type of data processing; if you exercise this right, we will stop processing your data for purposes of direct marketing. If your data is solely stored for direct marketing purposes, it will be deleted after you have objected.

Should we not have had previous business contact, we shall only contact you, if you have given us unambiguous free and informed consent.

5. Applicants

5.1. Controller

The INEOS Melamines entity that has posted the job offer, for which you are applying, is the responsible data controller. The contact information of the data controller is indicated in the job offer.

Please direct any questions concerning data protection and data privacy you might have to the local contact provided for in the job offering.

5.2. Personal Data and Purpose

If you apply for a career, we might – additionally – ask you for further personal data as part of the intake for your application. We will only ask you for data, that is indispensable in the course of your employment application. We do not offer a career portal, but we prefer applications via email.

Please note that not providing this personal data may result in us not being able to process your application.

This may include but is not limited to (a) administrative data (contact details), such as title, name, address, email, telephone number and citizenship / work permit, and (b) academic and professional data (resume and cover letter) including curriculum, work history, and further information required for your application.

Please be aware that any further information you choose to share with us, is given voluntarily and may be subject to processing, the same applies to photos.

Any recruiting agency is required to make you aware of their data protection policy. If we receive your data from recruiting agencies, we treat your data as described in this section.

5.3. Use of Personal Data and Purpose Specification

Your personal data is being collected and processed for the handling of your application in consideration for employment at INEOS Melamines. In other words, we process your data at your request for the purpose of taking steps towards the conclusion of a contract.

If recruited, your personal data will be transferred into your personnel-file for the purpose of performing our duties as your employer. Also, in this connection, we may ask you for more personal data that we require to duly register you as an employee. Prior to that collection, we shall also provide adequate information to you.

5.4. Data Retention

Once the application process for a certain job offer has been completed, your personal data necessary to complete your employment application will, for non-recruited candidates, be erased within 3 months after the completion of the job offering, and, for recruited candidates, be stored in your personnel file.

5.5. Data Recipients

The HR team and the relevant organization/ department of the job offering will consider your application and thus have access to your personal data submitted for the application. Only members of our Human Resources Team, IT Support Team and colleagues involved in the recruitment and interviewing process.

We shall especially not grant access to any of your personal data to any party outside INEOS Melamines.

Owing to functional hierarchies and our service providers it may become necessary to grant access to persons outside the European Union. To ensure the protection of your personal data we have entered into contracts regarding the data exchange that contain EU-standard clauses. These contracts help to ensure adequate level of data protection as required by data protection laws.

We will not process your personal data for any other purpose that your application unless we are explicitly required to do so by law.

6. Websites

Controller of your personal data is INEOS AG regarding your activities on our Site.

Access to and use of our Site by you, including any entity through its employees, constitutes an acknowledgement and agreement by you that this Privacy Statement and the Legal notes for this Site apply to such access and use and are binding on you, including the provisions contained in the Terms of Use pertaining to limited liability, indemnification, applicable law and submission to jurisdiction.

6.1. Personal Data

Servers located within INEOS and hosted by third party service providers automatically log data about your visit to our site based on your IP address. This information does not identify you as an individual, but identifies the computer or other device you use to access the website. This information we collect is used to see where the site is being used in the world to ensure coverage, and for click stream analysis to help better understand site usage.

6.2. Purpose

We hold information for registration to certain parts of our site. This information is held to permit access to certain parts of the site. It is not used for marketing purposes.
We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.